Initiate

Library Media Center Profile

Technology Plan

After reviewing the technology plan it is clear the automation system is meeting the needs of the students however it needs to be updated

A new automation system is needed in order to stay up to date with today’s ever changing technological advances

 

 

Collection Description

The collection at Robert E. Lee High School consists of around 23544. The resources are shelved according to the Dewey Decimal Classification system. Lots of weeding needs to be done in order to make room for new resources. There are many resources that have not been checked out in over 20 years.

The collection needs to be weeded in order to update and expand. The reference section needs to be updated and the non-fiction section needs more selections. 

 

 

User Profile

There are two library media specialists and one library media assistant that will use the system. There are a high number of students that will use the system. Very few teachers will use the computers within the library since they have computers within their classroom. (Teachers are encouraged to use the automation system from their classroom computer to save time) The students using the computers are about medium in their technology proficiency. The system needs to address the needs of various languages.   

The library media assistant will be very helpful if she is trained.

 

 

Project Goals

1)      provide a wide range of resources to the patrons

2)      provide a setting where patrons develop skills they will need as they continue beyond high school including locate, analyze, evaluate, interpret, and communicate

3)      provide access to all resources to meet the needs of all patrons

 

 

 

Existing Technology

All computers use windows as a platform.

The network configuration is WLAN.

The basic software is Microsoft Office 2000.

All computers within the library media center are desktops with 15” monitors. 

All desktop computers have CD burners and DVD players.

The equipment ranges in age from 1 year to 10 years.

The library media center needs to have the latest in technology and therefore we are in need of new or updated computers.

 

 

Existing Services

There is one official technology person at Robert E. Lee High School. Mr. Culpepper handles all troubleshooting, repair, and updating that he can.

There are many technology people for the system however the problem has to be serious to get one of them in the school.

Technology training and workshops for the school faculty and staff is held by Mr. Culpepper or school system staff members.

 

 

 

Policies and Procedures

The Library Media Center is open daily from 7:30am – 3:30pm.

The Library media center runs a flexible schedule. 

Reservations are a must.

Reservation requests for group visits must be filled out at least 2 days in advance. 

Computers are available throughout the day to students with a pass. All students must submit a pass in order to enter the library media center. 

Patrons are allowed to check out two books at a time and they are allowed to borrow them for 2 weeks. 

Patrons must return the books in order to check out more books and they must pay their fines. 

Reference books, periodicals, and newspapers are not allowed to be checked out.

 

 

Needs Assessment

 

A needs assessment interview will be conducted with the patrons of the library media center including school faculty and staff. 

The following questions will be answered?

Is classroom access needed? Is home access needed? Should the system be multilingual? What administrative functions are needed?

 

After looking over Athena, the system wide automation system, it looks as though Montgomery Public Schools should consider a system that is up to date. Athena is no longer being sold however Follett recommends their Destiny automation system. 

 

Plan

Preliminary Research

Ask Other Librarians

After asking other librarians in the surrounding areas I found that Destiny is used by most and they are very pleased with the system.

 

 

 

Explore Automation Systems

After creating a comparison chart there are tons of systems out there ranging in functions and prices.

Have the various vendors come in to demonstrate the various systems. 

 

 

Research Automation Vendors

Finding a reliable vendor is important and since we have been using Follett with no problems I do not see any reasons why we should not continue to use them.

Consider staying with Follett

 

 

Identify Costs

Automation range in price from free to thousands of dollars however this is another case of “you get what you pay for”

Grants can be written and fundraisers conducted

 

 

Suggest Personnel

A Library Advisory Committee can help with the selection process as well as teachers, administrators, system coordinators and board members

Qualified individuals are important for the selection process

 

 

Set Realistic Timeframe

The entire process will take approximately one year.

Start planning as soon as possible; set deadlines; assign responsibilities

 

Develop Project Support

Review Research with Supporters

Share research findings and information with supporters

 

 

Develop Project Proposal

Prepare, present, and receive approval

Write a proposal to be presented to the stake holders for their approval. When presenting the proposal be sure to include the needs assessment, library profile and the research that has been conducted. 

This step is very important since the stakeholders can make or break the plan.

 

Project Management

Designate Project Manager

The project manager should be the head library media assistant.

This is a tough job however if there are two specialist one can continue to run the library media center while the other specialist heads the plan.

 

 

Identify Project Team

The project team should consist of qualified individuals benefiting the library media center. 

Parents, students, teachers, administrators, library coordinators, and any other interested individuals.

 

Project Schedule

Identify Activities

Hold an initial meeting to assign duties

Send reminders to team members

 

 

Identify Tasks

1)Prepare request

2)Assign duties to individual team members

3)Set a schedule

4)Assign deadlines

5)Prepare for vendors

This is a tedious step for the plan but very important for organization.

1)      send proposals to vendors

2)      review information sent from vendors

3)      schedule demos with vendors

4)      compile information from the demos in a chart

5)      review the chart with the team

6)      contact vendor

7)      contact tech support team

8)      determine a maintenance schedule

9)      identify any extra equipment needed

 

 

Assign Time Projections

Each member of the team should be given a time table for their assignment.

Send reminders making sure team members are aware of their deadlines and stick to their deadlines.

 

 

Identify Key Dates

Give each member a schedule of dates to remember and send reminders if needed

Staying on task with dates will ensure a final plan

 

 

Assign Tasks

Assign tasks that fit the individual

Make sure each individual understands their task and is able to follow through

Although it may sound as if assigning tasks is a hassle it will pay off in the long run

 

 

Develop a communication strategy

Decide how the group with communicate be it email, telephone, regular scheduled meetings. 

Make sure everyone continues to communicate

 

Update Stakeholders

 

Inform the stakeholders of progress

 

 

 

**The schedule is similar to the one in the textbook

 

 

Define

Design Specifications

Determine system configuration options

Individual site based

 

 

 

Identify Preferred system structure

Integrated

 

 

 

Define necessary and optional features

Cataloging, authority control, requirements, OPAC, world wide web catalog, circulation, acquisition, reports, serials, interlibrary loans, backup and restore, maintenance, and inventory

 

 

 

Identify security considerations

1)How is the network secure?

2)How are the physical systems secure?

3)Where are the servers located?

4) How are resources secure?

1)Network security with passwords for administrators

2) Password

3) In the library

4) Locked door and security system as well as theft protection system

 

Cost Estimates

Consulting fees

All of these costs need to be considered

Considering all of these costs will allow the groups to determine how much money will be needed and how the funds will be acquired

 

 

Staff fees

 

 

 

 

Hardware

 

 

 

 

Software

 

 

 

 

Network costs

 

 

 

 

Service costs: restrospective conversion or record conversion

 

 

 

 

Training

 

 

 

 

Operational costs

 

 

 

 

Supplies

 

 

 

 

Furniture

 

 

 

Funding

Review and adjust

Title One monies, fundraisers, grants

 

 

Update Stakeholders

 

Inform the stakeholders of all information to this point including cost estimates

Letting the stakeholders know now will allow time to consider where the funds will come from

Select

Assemble Selection Team

Identify and confirm selection criteria

The team will consist of the library media specialists, technology coordinator, administrator, and teacher

 

 

Prepare request for proposal (RFP)

Collect functional specifications

Should include:

Introduction

Terms of the proposal

System capacity requirements

Form of the proposal

Mandatory proposal form

Server software requirements

General server requirements

Software functional requirements

 

 

 

Define schedule of activities

Establish set of guidelines and needs, allowing ability to equally weigh each vendor

 

 

 

Prepare instructions to vendors

List specifications and features needed

 

 

 

Prepare RFP overview

Summarize to present to stakeholders

 

 

 

Assemble the RFP sections

Should include:

Introduction

Terms of the proposal

System capacity requirements

Form of the proposal

Mandatory proposal form

Server software requirements

General server requirements

Software functional requirements

 

 

Issue the RFP

Direct the RFP to a small group of vendors

Extend to qualified vendors all specifications

 

 

Evaluate RFP responses

Prepare RFP comparison spreadsheet

Review all vendor material

 

 

 

Perform and record evaluation

 

 

 

Vendor demonstrations

Arrange demonstration site

Allow vendor to demonstrate on site

Demonstrations are important to see the automation system first hand

 

 

Schedule demonstrations

Give vendor adequate time before demonstration

 

 

 

Conduct demonstrations

Prepare any questions on services, fees, additional items needed and optional requirements

Use this demonstration time to ask any and all questions you may have about the automation system and its features as well as maintenance

 

Vendor selection

Prepare system comparison spreadsheet

Outlay the strengths and weakness of each product. Keeping in mind current status

A comparison chart shows which automation system you should choose

 

 

Perform and record analysis

Which vendor will best fill needs and requirements

 

 

 

Recommend vendor

 

 

 

 

Finalize price, installation, maintenance

Extend to vendor a bid sheet covering scope of work and materials to be purchased to be reviewed

 

 

 

Purchase agreement or service level agreement

Extend to vendor contract to cover work, support and materials

 

 

 

Software or system support agreement

 

 

 

 

Site and network licenses

 

 

 

 

Confirm system details

Request confirmation of materials covered in contract

 

 

 

Confirm project schedule

Set delivery date

 

 

Update stakeholders

 

 

 

Prepare

Prepare Physical Space

Complete Alterations/renovations

Properly allocate space for material

The library media center will be ready when the automation system is ready for installation

 

 

Arrange furniture

 

Furniture is out of the way and the library media center is free from clutter

 

 

Complete electrical wiring

Upgrade to meet system needs

System tech support and the vendor are involved

 

 

Complete network/computer cabling

Extend additions to work area

 

 

 

Review and meet ADA requirements

 

 

 

User Orientation

Present preliminary system overview

Schedule new material orientation for operators

Provide a complete orientation to all initial users so they are able to then train patrons

 

Prepare the collection

Weed the collection

Review materials and select transitional movements

Weed as much of the collection now so the automation transfer/migration process is easier

 

 

Take inventory

Itemize material to be moved and at which point

Inventory sheet available for automation

 

 

Assess the collection for original cataloging

Review status and needs of material based on new requirements

 

 

 

Review and update spine labels

 

This will be done when weeding and taking inventory of the collection

 

 

Determine application of barcodes

Barcodes to be installed on all material

 

 

 

Attach resource security

Security bars to track all resources

Resources are now secure and ready for automation

 

Acquire electronic records

Retrospective conversion: outsourced or in-house

Review needs of installation, and allocate personal to convert with in-house staff.

 

 

 

Migration record conversion

Establish movement schedule in proper order

 

 

Update stakeholders

 

Update principal stakeholders

Stakeholders are informed of the process, procedure, and status of the automation migration

Implement

Site Installation

Install Hardware

Oversee installation of new purchases

Needed hardware is purchased

 

 

Upload software

Install material as needed

Software is properly uploaded

 

System setup

Record site information

Establish timeline of uploads of new material

 

 

 

Configure cataloging parameters and interface

Using timeline set each sector for integration

 

 

 

Configure circulation parameters and interface

Establish boundaries and applications

 

 

 

Input OPAC options and configure the interface

Install OPAC and set interface

 

 

 

Setup parameters for optional modules

Set parameters for expansion

 

 

 

Configure for web access

Configure web accessibility

 

 

 

Configure for a union catalog

 

 

 

testing

Develop a test plan

Establish a test to cover new material and integration

Testing is important to make sure the system is working properly

 

 

Execute test plan

 

 

 

training

Schedule staff sessions

Set aside time for materials review with all staff

Prepare to orientate all library media staff members

 

 

Schedule patron sessions

Execute plan for allowing patrons access to new materials

Prepare to orientate all library media center patrons

 

Going live

Identify activation date

Activate after proper training

 

 

Ongoing Maintenance and support

Schedule regular backup

Backup monthly

Stay on top of maintenance and provided support

 

 

Review technical support

Technical review done quarterly

 

 

Workflow

Review impact of system on work methods

Reviews of system should be done quarterly

 

Evaluate

Assess System effectiveness

Review system specifications

Review system for ability to meet parameters

System meets standards

 

 

Assess performance of system features

Review new systems with patrons and staff on function ability

System is what was expected and more

 

 

Assess performance of system configuration

Review system abilities

 

 

 

Assess vendor services

Is the vendor servicing materials

 

 

Assess user satisfaction

Conduct survey

Provide patrons with ability to review new materials and provide insight into enhancement

 

 

 

Collect user feedback

Install survey box

 

 

Assess project experience

Debrief project team

Access schedule and timeline status with team

 

 

 

Celebrate project completion

 

 

 

Compile final report

Collect relevant information

Compile material covering all facets of installation

 

 

 

Write report and present outcomes

Review all plan sectors and outcomes

 

 

Disseminate results

Distribute report

Make reports available to all stakeholders

Providing detailed reports to all stakeholders and made available for system wide use

 

 

Make presentation

 

 

 

 

Entry in internal newsletters

Provide updates to patrons

Informing patrons through school newsletter and school newspaper as well as handouts and possible orientation

 

 

Entry on local web sites

Provide updates to patrons

 

 

 

Discuss in staff meetings

Review new updates and abilities to staff

Allow faculty and staff to express concerns with the new system